Terms of Service

1. Introduction

These Terms of Service ("Terms") govern access to and use of the Zephyr platform ("Platform") operated by Your Organization ("Your Organization"). The Platform is provided to authorised users for the purpose of managing J-1 Work and Travel student placements.

By accessing or using the Platform, you agree to be bound by these Terms. If you do not agree, you may not use the Platform.

2. Authorised Use

Access to the Platform is by invitation only. You may only use the Platform if you have been invited by a Your Organization administrator and have been assigned an authorised account.

Authorised users include:

• Your Organization staff — full operational access within their assigned role
• Agency employees — access limited to their own agency's student records

You must not share your login credentials with any other person. Each account must correspond to a named individual. Shared or generic accounts are not permitted.

3. Account Responsibilities

You are responsible for:

• Keeping your password secure and not disclosing it to others
• All activity that occurs under your account
• Notifying Your Organization immediately if you suspect unauthorised access to your account
• Signing out when accessing the Platform from shared devices

Sessions expire automatically after 8 hours of inactivity as a security measure.

4. Data Ownership and Handling

Student data uploaded to the Platform belongs to the sending agency and the students themselves. Your Organization holds it as a data controller for placement purposes only. Refer to our Privacy Policy for full details on how personal data is handled.

Employer and operational data entered by Your Organization staff belongs to Your Organization.

You must not:

• Export or copy student personal data to personal devices, personal email accounts, or any system not approved by Your Organization
• Share student data with any third party not authorised under Your Organization's data sharing agreements
• Use data from the Platform for any purpose other than administering J-1 placements
• Retain copies of personal data after your access to the Platform has ended

5. Acceptable Use

You must not use the Platform to:

• Upload false, misleading, or fraudulent information
• Attempt to access data or features beyond your authorised role
• Attempt to circumvent authentication or access controls
• Reverse-engineer, copy, or redistribute any part of the Platform
• Introduce malicious code, scripts, or files
• Use the Platform in any way that violates applicable law

6. Agency Obligations

Agency employees who upload student data to the Platform confirm — at the time of each upload — that:

• They have authority to share the students' personal data with Your Organization
• The students have been informed that their data will be processed by Your Organization for J-1 programme administration
• The data shared is accurate and current

Agencies are responsible for maintaining a valid Data Sharing Agreement with Your Organization before uploading student data.

7. Intellectual Property

The Zephyr Platform, including its design, code, and content (excluding customer data), is owned by Synnefo Ltd and licensed to Your Organization. You receive no intellectual property rights to the Platform by using it.

8. Platform Availability

Your Organization aims to provide reliable access to the Platform but does not guarantee uninterrupted availability. Scheduled maintenance will be communicated in advance where possible.

The Platform depends on third-party infrastructure (Vercel, Supabase). Your Organization is not liable for outages caused by these providers beyond what is within Your Organization's reasonable control.

9. Suspension and Termination

Your Organization may suspend or terminate your account immediately and without notice if:

• You breach these Terms
• Your employment or agency relationship with Your Organization ends
• Your Organization reasonably suspects your account has been compromised
• You misuse personal data

Upon termination, your access to the Platform ends immediately. You must delete any copies of data you hold from your use of the Platform.

10. Limitation of Liability

To the fullest extent permitted by law, Your Organization is not liable for any indirect, incidental, or consequential loss arising from your use of the Platform, including loss of data, loss of revenue, or operational disruption.

Your Organization's total liability to you for any claim arising out of these Terms shall not exceed the fees (if any) paid by you or your organisation to Your Organization in the 12 months preceding the claim.

11. Governing Law

These Terms are governed by the laws of the Commonwealth of Virginia, United States. Any disputes will be resolved in the courts of Virginia, unless the parties agree to alternative dispute resolution.

12. Changes to These Terms

Your Organization may update these Terms from time to time. Material changes will be communicated to active users by email at least 14 days before they take effect. Continued use of the Platform after the effective date constitutes acceptance of the updated Terms.

13. Contact

For questions about these Terms, contact Your Organization.